In part 1 we discussed that mobile forms when used correctly, can significantly increase operational efficiencies. By using digital forms for inspections and data collection on hand-held devices we can give field operators access to location-specific building information. Using these same devices they can update the building information database in the field. This real-time two-way data access and update saves time by reducing the amount of data entry associated with paper systems and helps minimize errors. Operators are more efficient and managers make better decisions.

Location-driven data with secure login is key to having any mobile form work well. One must have a convenient way to reference which asset or location is being discussed. Imagine trying to guess the location of a drywall issue in a 200-unit complex. Now imagine 5 to 15 different issues in each unit. Location is key. Integrated photos are a close second.

Usage Scenario

Here is another real world scenario where mobile forms can be incorporated into daily facilities management processes to create efficiencies.

Ed is a property manager for a large property owner. His team is constantly responding to requests, maintaining infrastructure and completing upgrade projects. Ed and his team have a great system to ensure nothing is missed. Whenever an issue is discovered. Ed opens his tablet, identifies the space he is in from a dropdown menu, chooses the corresponding AEC discipline, selects a trade, priority and sets the urgency. All with simple drop downs.

Ed enters a short bit of text (in quiet locations he is able to use Voice to text). A photo of the issue with a quick circle and arrow clarifying the issue are included.

The form is submitted. An inspection report is stored for that specific location, a task is created to repair the issue and appropriate parties are notified by email.

A picture says a 1000 words

Primarily Snapshot driven, this method of data collection answers the questions “what did this space look like at a particular time?”